Tennessee CPO RFP 34101-25070

12-18-25 RFP STATE OF TENNESSEE TENNESSEE EMERGENCY MANAGEMENT AGENCY REQUEST FOR PROPOSALS FOR CRITICAL INCIDENT MANAGEMENT SYSTEM RFP # 34101- 250701 RFP CONTENTS SECTIONS: 1. INTRODUCTION 2. RFP SCHEDULE OF EVENTS 3. RESPONSE REQUIREMENTS 4. GENERAL CONTRACTING INFORMATION & REQUIREMENTS 5. EVALUATION & CONTRACT AWARD ATTACHMENTS: 6.1. Response Statement of Certifications & Assurances 6.2. Technical Response & Evaluation Guide 6.3. Cost Proposal & Scoring Guide 6.4. Reference Questionnaire 6.5 Score Summary Matrix 6.6 System Requirements Matrix 6.7. Pro Forma Contract 12-18-25 RFP RFP 34101- 250701 1 1. INTRODUCTION The State of Tennessee, TENNESSEE EMERGENCY MANAGEMENT AGENCY, hereinafter referred to as “the State,” issues this Request for Proposals (RFP) to define minimum contract requirements; solicit responses; detail response requirements; and, outline the State’s process for evaluating responses and selecting a contractor to provide the needed goods or services. Through this RFP, the State seeks to procure necessary goods or services at the most favorable, competitive prices and to give ALL qualified respondents an opportunity to do business with the state as contractors, subcontractors or suppliers. 1.1. Statement of Procurement Purpose The Tennessee Emergency Management Agency seeks a comprehensive software solution to enhance its emergency management capabilities, focusing on incident tracking, resource coordination, and communication during crises. The goal is to improve real -time situational awareness, enabling efficient management of resources, personnel, and operational tasks. The solution should support seamless communication across multiple teams and organizations, facilitate collaborative decision- making, and ensure the execution of response efforts. This initiative aims to enhance the agency's ability to respond effectively to emergencies, streamline logistics, and improve the overall coordination of disaster response operations. 1.1.2. The State’s estimated maximum liability is $800,000 for the full contract term of 60 months . This estimate reflects the anticipated cost of acquiring, implementing, and maintaining a Critical Incident Management (CIM) system, including software licensing, configuration, I ntegration with ArcGIS, training, support, and any associated services. 1.2. Scope of Service, Contract Period, & Required Terms and Conditions The RFP Attachment 6. 7., Pro Forma Contract details the State’s requirements:  Scope of Services and Deliverables (Section A);  Contract Period (Section B);  Payment Terms (Section C);  Standard Terms and Conditions (Section D); and,  Special Terms and Conditions (Section E). The pro forma contract substantially represents the contract document that the successful Respondent must sign. 1.3. Nondiscrimination No person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of a Contract pursuant to this RFP or in the employment practices of the Contractor on the grounds of handicap or disability, age, race, creed, color, religion, sex, national origin, or any other classification protected by federal, Tennessee state constitutional, or statutory law. The Contractor pursuant to this RFP shall, upon request, show proof of such nondiscrimination and shall post in conspicuous places, available to all employees and applicants, notices of nondiscrimination. 1.4. RFP Communications 1.4.1. The State has assigned the following RFP identification number that must be referenced in all communications regarding this RFP: RFP # 34101- 250701 12-18-25 RFP RFP 34101- 250701 2 1.4.2. Unauthorized contact about this RFP with employees or officials of the State of Tennessee except as detailed below may result in disqualification from consideration under this procurement process. 1.4.2.1. Prospective Respondents must direct communications concerning this RFP to the following person designated as the Solicitation Coordinator : Sharon Pope Dept. of General Services Central Procurement Office 615-741-9588 Sharon.Pope@tn.gov 1.4.2.2. Notwithstanding the foregoing, Prospective Respondents may alternatively contact:the following individual designated by the State to coordinate compliance with the nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights Act o f 1964, the Americans with Disabilities Act of 1990, and associated federal regulations: Helen Crowley Central Procurement Office Department of General Services WRS Tennessee Tower, 3rd Floor 312 Rosa L. Parks Ave., Nashville, Tennessee 37243 615-741-3836 Helen.Crowley@tn.gov 1.4.3. Only the State’s official, written responses and communications with Respondents are binding with regard to this RFP. Oral communications between a State official and one or more Respondents are unofficial and non- binding. 1.4.4. Potential Respondents must ensure that the State receives all written questions and comments, including questions and requests for clarification, no later than the Written Questions & Comments Deadline detailed in the RFP Section 2, Schedule of Events. 1.4.5. Respondents must assume the risk of the method of dispatching any communication or response to the State. The State assumes no responsibility for delays or delivery failures resulting from the Respondent’s method of dispatch. Actual or digital “postmarking” of a communication or response to the State by a specified deadline is not a substitute for the State’s actual receipt of a communication or response. It is encouraged for Respondents to submit bids digitally. 1.4.6. The State will convey all official responses and communications related to this RFP to the prospective Respondents from whom the State has received a Notice of Intent to Respond (refer to RFP Section 1.8). 1.4.7. The State reserves the right to determine, at its sole discretion, the method of conveying official, written responses and communications related to this RFP. Such written communications may be transmitted by mail, hand- delivery, facsimile, electronic m ail, Internet posting, or any other means deemed reasonable by the State. For internet posting, please refer to the following website: https://www.tn.gov/generalservices/procurement/central -procurement -office --cpo- /supplier -information/request -for-proposals --rfp--opportunities1.html . 1.4.8. The State reserves the right to determine, at its sole discretion, the appropriateness and adequacy of responses to written comments, questions, and requests related to this RFP. The State’s official, written responses will constitute an amendment of this RFP. 12-18-25 RFP RFP 34101- 250701 3 1.4.9. Any data or factual information provided by the State (in this RFP, an RFP amendment or any other communication relating to this RFP) is for informational purposes only. The State will make reasonable efforts to ensure the accuracy of such data or information, however it is the Respondent’s obligation to independently verify any data or information provided by the State. The State expressly disclaims the accuracy or adequacy of any information or data that it provides to prospective Respondents. 1.5. Assistance to Respondents With a Handicap or Disability Prospective Respondents with a handicap or disability may receive accommodation relating to the communication of this RFP and participating in the RFP process. Prospective Respondents may contact the Solicitation Coordinator to request such reasonable accommodation no later than the Disability Accommodation Request Deadline detailed in the RFP Section 2, Schedule of Events. 1.6. Respondent Required Review & Waiver of Objections 1.6.1. Each prospective Respondent must carefully review this RFP, including but not limited to, attachments, the RFP Attachment 6. 7., Pro Forma Contract , and any amendments, for questions, comments, defects, objections, or any other matter requiring clarification or correction (collectively called “questions and comments”). 1.6.2. Any prospective Respondent having questions and comments concerning this RFP must provide them in writing to the State no later than the Written Questions & Comments Deadline detailed in the RFP Section 2, Schedule of Events. 1.6.3. Protests based on any objection to the RFP shall be considered waived and invalid if the objection has not been brought to the attention of the State, in writing, by the Written Questions & Comments Deadline. 1.7. Pre-Response Conference A Pre -response Conference will be held at the time and date detailed in the RFP Section 2, Schedule of Events. Pre -response Conference attendance is not mandatory, and prospective Respondents may be limited to a maximum number of attendees depending upon overall attendance and space limitations. The conference will be held at: Date: May 22, 2026 Time: 9:00 AM CST Microsoft Teams meeting Join: https://teams.microsoft.com/meet/249704645143399?p=2JdPPIZV1J2Xo06Xo3 Meeting ID: 249 704 645 143 399 Passcode: dw2p8x5a Dial in by phone +1 629- 209-4396,,624175502# United States, Triune Find a local number Phone conference ID: 624 175 502# Join on a video conferencing device Tenant key: stateoftn@m.webex.com Video ID: 111 017 532 4 The purpose of the conference is to discuss the RFP scope of goods or services. The State will entertain questions, however prospective Respondents must understand that the State’s oral response to any question at the Pre- response Conference shall be unofficial and non- binding. Prospective Respondents 12-18-25 RFP RFP 34101- 250701 4 must submit all questions, comments, or other concerns regarding the RFP in writing prior to the Written Questions & Comments Deadline date detailed in the RFP Section 2, Schedule of Events. The State will send the official response to these questions and comments to prospective Respondents from whom the State has received a Notice of Intent to respond as indicated in R FP Section REFERENCE and on the date detailed in the RFP Section 2, Schedule of Events. 1.8. Notice of Intent to Respond Before the Notice of Intent to Respond Deadline detailed in the RFP Section 2, Schedule of Events, prospective Respondents should submit to the Solicitation Coordinator a Notice of Intent to Respond (in the form of a simple e- mail or other written communication). Such notice should include the following information:  the business or individual’s name (as appropriate) ;  a contact person’s name and title; and  the contact person’s mailing address, telephone number, facsimile number, and e -mail address . A Notice of Intent to Respond creates no obligation and is not a prerequisite for submitting a response, however, it is necessary to ensure receipt of any RFP amendments or other notices and communications relating to this RFP. 1.9. Response Deadline A Respondent must ensure that the State receives a response no later than the Response Deadline time and date detailed in the RFP Section 2, Schedule of Events. The State will not accept late responses, and a Respondent’s failure to submit a response before the deadline will result in disqualification of the response. It is the responsibility of the Respondent to ascertain any additional security requirements with respect to packaging and delivery to the State of Tennessee. Respondents should be mindful of any potential delays due to security screening procedures , weather, or other filing delays whether foreseeable or unforeseeable. 12-18-25 RFP RFP # 34101-250701 5 2. RFP SCHEDULE OF EVENTS 2.1. The following RFP Schedule of Events represents the State’s best estimate for this RFP. EVENT TIME (central time zone) DATE 1. RFP Issued May 8 , 2026 2. Disability Accommodation Request Deadline 2:00 p.m. May 13, 2026 3. Pre-response Conference 9:00 a.m. May 22, 2026 4. Notice of Intent to Respond Deadline 2:00 p.m. May 26 , 2026 5. Written “Questions & Comments” Deadline 2:00 p.m. June 1, 2026 6. State Response to Written “Questions & Comments” June 22 , 2026 7. Response Deadline 2:00 p.m. July 7, 2026 8. State Completion of Technical Response Evaluations (Sections A., B., and C., RFP Attachment 6.2) July 20, 2026 9. State Schedules Respondent Oral Presentation July 21, 2026 10. Respondent Oral Presentation 8 a.m. – 3:30 p.m. July 27 – 29, 2026 11. State Completion of Technical Response Evaluations (Section D., RFP Attachment 6.2) July 31, 2026 12. State Opening & Scoring of Cost Proposals 2:00 p.m. August 1, 2026 13. Negotiations (Optional) 2:00 p.m. August 2 – 4, 2026 14. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 2:00 p.m. August 6, 2026 15. End of Protest Period 4:30 p.m. August 13, 2026 16. State sends contract to Contractor for signature August 14, 2026 17. Contractor Signature Deadline 2:00 p.m. August 19 , 2026 2.2. The State reserves the right, at its sole discretion, to adjust the RFP Schedule of Events as it deems necessary. Any adjustment of the Schedule of Events shall constitute an RFP amendment, and the State will communicate such to prospective Respondents from whom the State has received a Notice of Intent to Respond (refer to section 1.8). 12-18-25 RFP RFP # 34101-250701 6 3. RESPONSE REQUIREMENTS 3.1. Response Form A response to this RFP must consist of two parts, a Technical Response and a Cost Proposal. 3.1.1. Technical Response. RFP Attachment 6.2., Technical Response & Evaluation Guide provides the specific requirements for submitting a response. This guide includes mandatory requirement items, general qualifications and experience items, and technical qualifications, experience, and approach items all of which must be addressed with a written response and, in some instances, additional documentation. NOTICE: A technical response must not include any pricing or cost information. If any pricing or cost information amounts of any type (even pricing relating to other projects) is included in any part of the technical response, the state may deem the resp